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Document Folders

In order for a user to see a folder they must be a member of the cabinet in which the folder resides. The availability of actions is dependent on the rights that users have to the Cabinet that the folder resides unless further restrictions have been placed on the folder by its owner, the Library Administrator or the Systems Administrator.

Actions are available in the software for a given folder. The table below lists each of the actions that can be performed on folders, what the function does and who can access it.

Action / Function
 
What the Function Does
 
Who can Access the Function
 
Open Folder
 
Opens the folders and shows the files it contains.
 
All users with access to the folder based on the folder membership.
 
Search
 
Allows users to restrict their search to files located in the selected Folder.
 
All users with access to the Folder.
 
Properties
Displays the Folder Properties.
All users with access to the Folder.
 
Set Default View Allows user to select a default view that has been created in the View Preferences. All users with access to Folder.
Alert Me of Changes
 
Subscribes the user to be alerted when certain actions are performed on the folder by other users. The types of actions that trigger alerts are managed by the users Alert Preferences. Users can remove folder alerts from the My FileHold > Document Alerts page OR select the 'Disable This Alert' option from the folder menu.         
 
An email icon will appear on the folder to signify that an alert has been set on the folder.
Alert on folder
All users with access to the Folder.
 
Disable This Alert
 
Disable the alert for the Folder. The user will no longer be alerted when certain actions are performed on this folder. Re-activate the alert by clicking on the 'Alert Me of Changes' option in the folder menu.
 
All users with access to the Folder.
 
Move Folder
 
Moves the Folder to a different Drawer or folder group.
 
Users with Publisher or higher access that are the folder owner.
 
Copy Folder
 
Makes a copy of the Folder and all of the documents within the folder.
 
Users with Publisher or higher access that that are the folder owner.
 
Clone Folder Makes a copy of the folder structure only. Does not copy documents in folders. Users with Publisher or higher access.
Delete Folder
 
Deletes the Folder and all documents it contains.
 
Users with Publisher and Delete or higher access that are the folder owner. If the user is Publisher and Delete role they must be also be the owners of all document versions in the folder before they can delete a document.                          
 
Archive Folder Manually sends the contents of the folder group to the Library Archive. Library Administrator or System Administrator only.
Export Exports all documents in the folders contained in the Folder Group. Users with Publisher or higher access and are owner of the folder.